Lumos Networks Business Communicator for PC

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1 Lumos Networks Business Communicator for PC User Guide Release

2 Table of Contents 1 Introduction Sign In Set Up Client Call Settings Service Management BroadWorks Anywhere... Error! Bookmark not defined BroadWorks Remote Office Call Forwarding Do Not Disturb Hide Number Simultaneous Ring Personal Preferences Appearance Security Audio Video Presence Add or Edit Contact Add Contact Edit Contact Filter Contacts Search Enterprise Directory Make Voice or Video Call Make Call from Your Computer Call from Phone Answer Call Missed Call or Communication Full Screen Attended Call Transfer Chat File transfer Group Chat Message History Call History Message Waiting Indication Multi-Device BT PAGE II

3 15 Exit Client System Requirements Frequently Asked Questions BT PAGE III

4 Table of Figures Figure 1 Main Window... 1 Figure 2 Sign In Screen... 3 Figure 3 Set Up Client... 4 Figure 4 Call Settings... 5 Figure 5 Call Forwarding... 6 Figure 6 Add Contact Figure 7 Filter Contacts Filter Field Figure 8 Filter Contacts Drop-down Menu Figure 9 Search Enterprise Directory Figure 10 Enterprise Directory Tab... Error! Bookmark not defined. Figure 11 Voice Call Figure 12 Video Call Figure 13 Call from Phone Figure 14 Transfer Call Search for Contact Figure 15 Transferred Call... Error! Bookmark not defined. Figure 16 Initiate Chat Figure 17 Chat Window Figure 18 Send File Option In Chat Window Figure 19 File Transfer (Outbound) In Progress Figure 20 Accept / Decline Options For Incoming File Offer Figure 21 Completed File Transfers Figure 22 Group Chat Figure 23 Configure Chat Room Figure 24 Messages Figure 25 Call History BT PAGE IV

5 1 Introduction This guide describes the features for Lumos Networks Business Communicator PC client and explains how to use them. The following figure shows the Main window and the following table lists the icons and describes what you can do with them. Figure 1 Main Window PAGE 1

6 Icon What you can do with it Use this icon to call from your phone or secondary device anywhere in the client. The icon is always specific to a certain contact so by pressing this icon you call the contact you have chosen or are already in communication with. After choosing the button, you get to choose from what device you want to take the call, that is, the desk phone or mobile. Use this icon to make a voice call from your desktop anywhere in the client. The icon is always specific to a certain contact. Therefore, by pressing this icon, you call the contact you have chosen or are already in communication with. Use this icon to make a video call anywhere in the client. The icon is always specific to a certain contact so by pressing this icon you call the contact you have chosen or are already in communication with. You can also upgrade an active voice call to a video call by pressing this icon. This icon initiates a chat with the chosen contact. You can initiate a chat at any point with another contact that is online. If the other contact is not online, the chat message fails and the system advises you. With these four buttons, you can re-size the client. The first button (from the left) minimizes the client to the system tray, the second one maximizes it to fit the whole window, the third one restores the screen from full screen and the fourth one closes the client (depending on your preferences either exits the client or just minimizes it to background). This icon can be found for each contact and clicking this icon opens a menu from which you can chose different a type of communication or actions for this particular contact. The add contact icon is located in the main view next to the search field. Pressing this icon opens a dialog box where you are asked to add a contact. The conference icon is next to the add contact icon. Pressing the conference icon shows a drop-down list from where you can choose different ways of conferencing (that is, a group chat, call, or video call). The call settings icon can be found in your own information next to the presence information. From the Call Settings dialog box, you can manage all actions regarding incoming and outgoing calls. The missed call icon is located next to the call settings icon. This icon appears only when you have some missed a communication. Pressing this opens the Call History tab where you can see who called you. PAGE 2

7 2 Sign In Once the client has been started, the Sign in screen appears. If you are signing in for the first time, you need to enter your user name. However, on subsequent logins, you can select your user name from the drop-down list. 1) Enter your password. 2) If you want the client to save your password, check the Remember password check box. Note that you can also change this later in the Preferences. 3) If you want the client to sign in automatically, check the Sign in automatically check box. Note that you can also change later this in the Preferences 4) Click Sign in. The contact list appears. Note that you can open the help document by clicking on the link on the Login page. The same document is also available in the Main window from the main menu. Figure 2 Sign In Screen PAGE 3

8 3 Set Up Client Your personal information appears at the top of the client. From this location, you can change your avatar, presence status, mood, personal message, and favorite web site. Figure 3 Set Up Client Your avatar is the picture that represents you in your friends contact lists and communication windows. You can select any image from your hard drive to be used as your avatar. Double-click on the avatar image to browse for a new image or simply drag and drop a new image on top of the old one to replace it. Presence means that your friends are able to see whether you are available and willing to communicate, for example, I m busy or I m available. Presence provides enhanced information about your state, means, and mood. In the same way, your friends can permit you to see the same type of information about them. You can enter a status message into the speech bubble next to your avatar image. This status text is shown after your name in your friends contact lists. Following the free text, you can enter a web link that is shown in your friends contact list for easy access to the site you are recommending. PAGE 4

9 4 Call Settings 4.1 Service Management The client supports the following service management features allowing supplementary services to be managed using the native Client Preferences window: BroadWorks Anywhere BroadWorks Remote Office Call Forwarding Do not Disturb Hide number (Calling Line Identification Presentation [CLIP]/Calling Line Identification Restriction [CLIR]) Simultaneous Ring Personal Figure 4 Call Settings BroadWorks Remote Office This is not applicable Call Forwarding You can enter a number to forward your calls to. PAGE 5

10 Figure 5 Call Forwarding Do Not Disturb When you activate this service, all communication is blocked by the server Hide Number You can hide or display your number when calling or communicating with other parties or contacts. To hide your number, set to Enable and to show your number, set to Disable Simultaneous Ring Personal This option lets you add 10 additional numbers or Session Initiation Protocol Uniform Resource Identifier (SIP-URI) addresses that you would like to ring in addition to your primary number when you receive a call. 4.2 Preferences You can access the Preferences through the main menu of the client. Preferences are used to maintain your own user profile and there are four tabs: Appearance, Security, Audio, and Video Appearance Select your language and then press OK or Apply and the change takes effect immediately. Note that the number of languages depends on your service provider. PAGE 6

11 Themes Select a graphical theme to be used in all windows of the program and then press OK or Apply and the change takes effect immediately. Note that the number of themes depends on your service provider. Sound Events You can select which events cause a notification sound. To disable the sound, uncheck the check box. Select a sound event and then click Play to hear the sound. Remember My User Name If checked, the client remembers your user name so that you do not have to enter it manually each time you log in. Minimize to system tray when closing When you close the program by clicking the X-button in the top right-hand corner, the program does not exit but is only minimized to the system tray. Uncheck this box to make the program exit instead. Messages Determine whether you want to send a message by pressing Enter or insert a line break (carriage return). If you choose to send the message by pressing Enter, you can insert a line break by pressing Shift+Enter. Render smileys graphically in chat sessions when encountered If this check box is selected, the smileys you enter in a chat are rendered graphically (that is, shown as images). If the check box is left unselected, smileys are presented using characters. Confirmations Usually there is a confirmation pop-up notification each time you delete a contact, message, or call history record. By selecting one or all of the check boxes, you disable the confirmations when deleting information. Ring Signal Security Audio Select the ring signal that is played when you have an incoming call. The same signal is used for both voice and video calls. The Security tab contains the user name and password for the account. Credentials Removing the account removes the credentials (user name and password) for that account, whereas resetting the password removes the saved password for that account. The change takes effect at the next login, when you are asked to enter the credentials again. You can choose to use a headset, PC-integrated speakers, or external loudspeakers for audio output. Your external playback device is selected by default (if you have one connected). PAGE 7

12 4.2.4 Video Recording Device You can choose to use a headset microphone, PC-integrated microphone, or external microphone for voice during calls. Your external recording device is selected by default (if you have one connected). Use Silence Suppression Checking this option saves bandwidth and can be helpful if you have a slow network connection. I am only using headphones Check this if you only use headphones, and not external speakers or a microphone. The echo cancellation is turned off. You can select a camera that you want to use for video calls. Your external web cam is selected by default (if you have one connected). Video Quality Profiles (Resolutions) Select one of the available resolutions; note, however, that higher resolution requires more bandwidth. PAGE 8

13 5 Presence For each contact you have subscribed to, you can see their presence. Respectively, your contacts see your presence in their contact list. Presence means that your friends are able to see whether you are available and willing to communicate, for example, I m busy or I m available. Presence provides enhanced information about your state, location, means, and mood. In the same way, your friends can permit you to see the same type of information about them. Icon What does it mean The green presence icon indicates that the user is online and ready for communication. The light green presence icon indicates that the user is online and eager to chat. The yellow presence icon indicates that the user is online but has been idle or away from their computer for more than 10 minutes. The orange presence indicates that the user s presence status is Extended Away. The red presence icon indicates that the user is busy and does not want to be disturbed. The grey presence icon indicates that the user is offline and the only available contact method is calling or chatting. The question mark indicates that a subscription is pending and the contact has not yet approved sharing their presence. PAGE 9

14 6 Add or Edit Contact 6.1 Add Contact When you sign in for the first time, there are no contacts on your contact list. You can add a new contact at any time by selecting the Add Contact item from the menu or choose the Add Contact button from the Main window. Figure 6 Add Contact In the Add Contact dialog box, enter the contact s information and then click Add Contact. By default, your presence information is always shared with a new contact if an Extensible Messaging and Presence Protocol (XMPP) address is provided. PAGE 10

15 However, you can always share your presence information later by selecting Subscribe on the menu for that contact on the contact list (right-click on the contact or arrow button). Note that the contact must accept your subscription request for you to establish the presence relationship successfully. The newly added contact appears on your contact list. 6.2 Edit Contact To edit a contact, you need to select the contact first. After you have selected the contact, you right-click anywhere in the area of the selected contact and a menu of options appears. Unsubscribe removes the presence relationship between yourself and that contact. This means you do not see the contact s presence information and your contact does not see yours. Select subscribe to re-establish the presence relationship again. An unsubscribed contact remains in the contact list and is always shown as offline. Block restricts the person from seeing your presence status. They do not know you have blocked them and you are still able to receive the contact s presence information. Delete removes the contact from your contact list. Rename allows you to enter a new display name for the contact. Contact information opens the Contact Information dialog box where you can add, edit, or remove information. PAGE 11

16 7 Filter Contacts You can filter contacts in two different ways: Use the filter field to search by contact name as shown in the following figure. The contact list is filtered in real time as you type. Alternatively, use the filter drop-down menu (found above the contact list) to display only specific types of contacts as shown in Figure 8. Figure 7 Filter Contacts Filter Field Figure 8 Filter Contacts Drop-down Menu PAGE 12

17 8 Search Enterprise Directory The client supports an enterprise directory search of the enterprise directory. This takes place in the same search field that is used for both a local and an XMPP contact list search. The client automatically searches the local contacts and XMPP contact list in addition to the enterprise directory at the same time. As soon as there are results from the enterprise directory, these results are shown on a separate list in the Main window, as shown in the following figure. PAGE 13

18 Figure 9 Search Enterprise Directory PAGE 14

19 9 Make Voice or Video Call The following figures show an example of a voice call and a video call. Figure 10 Voice Call PAGE 15

20 Figure 11 Video Call PAGE 16

21 The following table lists the icons and describes what you can do with them, for voice and video calls. Icon What you can do Use this icon to toggle the Call Options menu. In the Call menu, you can find different actions to use for a call depending on your settings and your service provider. You can call using the dial pad at any time during the call (for example, to insert a conference number). The dial pad is movable and can be dragged around the video call screen to a location you set. Add a contact to call to make a conference call. Pressing this icon populates a dialog box, asking you which users to add to the call. Use this icon to transfer a call to a third party. The Hold button holds the entire call. Note that if you hold the call, the other party cannot un-hold. This freezes a video call to the last frame of the video feed. In both voice and video calls, this is communicated to all parties by a notification appearing in the middle of the screen. Pressing the red phone icon ends the call and closes the active call window. You can mute your microphone by pressing the mute icon. The second party is notified. You can toggle the volume bar to adjust the volume. Dragging it all the way to the left mutes your speakers. This is shown by a small red cross in front of the volume bar. You can swap places between incoming and outgoing video feed. You can minimize your outgoing video feed. The video is still sending but you cannot see it. 9.1 Make Call from Your Computer To start a communication, select a contact from your contact list and click the desired communication button. To communicate with someone who is not on your contact list, type a phone number (or Session Initiation Protocol [SIP] address) in the filter field at the top of the client window (search or communicate). PAGE 17

22 9.2 Call from Phone The first option to communicate in the row of communication buttons is the Call from Phone. When you press this button, the desk phone instantly starts ringing and the call is established from your desk phone. When the call is established on the desk phone, there is a Call Control window opened on the PC screen. You can control the call from your desk phone or from the PC. Figure 12 Call from Phone 9.3 Answer Call When someone is calling you, you see a pop-up notification in the bottom right-hand corner of your screen. You can choose to answer, silence, or reject the call. If you silence the call, the ringtone is silenced but the caller does not see anything on their end. You can answer or reject the call after silencing it. If you reject the call, it causes the line to sound busy at the caller s end and they know that you rejected the call. When someone is calling you with video, you see the same pop-up notification in the bottom right-hand corner of the screen, but the options are answer, answer as voice only, silence, or reject. If you decide to answer as voice only, the call is voice only. 9.4 Missed Call or Communication When you have one or more missed calls or other types of communications, there is a notification on the right-hand side of the Main window. Clicking the icon takes you to the missed communication in the Call History tab. PAGE 18

23 9.5 Full Screen Full screen mode can be activated by clicking the full screen button or by doubleclicking anywhere on a video. Exiting full screen mode is done by pressing the ESC key or the window button. Exiting full screen makes the video call go back to its original state (even if there was resizing of the window previously before going full screen). In a full-size window, you can see a similar Options menu at the top. It has the same functionality as in the normal view. When the user moves the mouse, the top bar and lower communication buttons appear on top of the video. 9.6 Attended Call Transfer After accepting a call, you can transfer the call to a third party. (Note that both blind and attended transfers are supported in the same user interface). The Call Transfer feature allows transferring the call to a third person based on a contact list search. The contact to transfer to can be selected to allow the call handler to choose from two options: to transfer immediately or to check with the third party if they are available to take the call. The call handler is able to handle both calls at the same time. The other call is automatically put on hold when the other is taken. Figure 13 Transfer Call Search for Contact When the second call is ended, the user is presented with two buttons where they can either transfer the call immediately or search for a new contact to transfer to. There is also the possibility to put a reminder so that the client enables the Call window to appear in n amount of minutes, if activated. PAGE 19

24 10 Chat When you initiate a chat, the Chat window opens. Chatting with a contact is possible only when you are both online. If your contact initiates a chat, you see a pop-up notification in the bottom right-hand corner of the screen. If you close the Chat window and open it again, sent chat messages are shown in the window as chat history. Figure 14 Initiate Chat When the chat opens, you see the counterpart s information at the top of the screen. If you want to use the whole area for writing, you can press the background of the information or the top bar. You can contract or expand the information of the contact during the chat and leave it open or closed depending on your preference. Figure 15 Chat Window PAGE 20

25 At the top of the message area, there are four links: Yesterday, Last week, Last month, All history. From these links, you can load history from your local storage from different time frames. In the drop-down menu, you can delete the history if you want to. In the text field, you can add a smiley. Smileys can also be added by writing as text, the symbol for that particular smiley. The button below the smiley is the Send button. You can send text either by pressing Enter or by pressing the Send button. To enter a line break in the text field, you can use the short commands: Ctrl+Enter Shift+Enter Alt+Enter To copy or paste the text to or from the Chat window, you can use either the short commands, Ctrl+C and Ctrl+V, or you can right-click the selection for a menu to copy and paste File transfer File transfer functionality is accessible only through chat window. File sending is started by using Send File-button on top of the text field. Pressing that opens file selection dialog. Select file to be sent from the dialog and press Open. Figure 16 Send File Option In Chat Window PAGE 21

26 Once the file offer is issued and also during the transfer, you can cancel the transfer at any time by pressing Cancel. Figure 17 File Transfer (Outbound) In Progress Press Accept to accept an incoming file transfer. Press Decline to reject the file offer. Figure 18 Accept / Decline Options For Incoming File Offer After the file transfer has completed, the received files can be opened or observed in file manager by using links click to open and Show in folder. PAGE 22

27 10.2 Group Chat Figure 19 Completed File Transfers You can start a group chat through the menu in the Main window or through the conferencing button in the contacts view. You can select the chat room you want to join or you can create a new chat room. More people can be added later in the chat. PAGE 23

28 Figure 20 Group Chat To configure the room, enter a name and then press OK. Note that it is not mandatory to enter a subject for a group chat. The subject is shown to the invited contacts when they receive the group chat invitation. PAGE 24

29 Figure 21 Configure Chat Room A group chat works the same way as a one-to-one chat. All messages from everybody are sent to everyone else. All contacts need to be online to be able to participate in a group chat. You cannot invite an offline contact or a contact that is not on a device that supports group chat. This does not affect the group chat in any way. A group chat history is saved and is available to view later in the Messages tab of the Main window. In the group chat, you can either choose to see the contacts as a list or as avatars. In the text field, the contacts names appear in different colors to easily distinguish between who is writing. PAGE 25

30 11 Message History The second tab in the Main window displays your messaging history. Double-clicking a conversation on the list opens it in a new window. You can filter messages by using the filter drop-down menu (found above the message list) to display only specific types of messages. Figure 22 Messages PAGE 26

31 12 Call History The client saves a call history for placed, received, and missed calls. The call history makes it easy for you to redial and call back when you have missed a call or you want to easily dial a contact who you have recently spoken with. To communicate with a contact, click the context menu button for the session and choose Chat or Call from the menu. You can also double-click on a name on the list to call back directly (this calls back the same way you previously spoke, for example, if you were in a video call, double-clicking starts a new video call). Figure 23 Call History PAGE 27

32 13 Message Waiting Indication The Message Waiting Indication (MWI) service allows a user to receive a notification for a waiting voice mail or video mail. By clicking on the message icon in the upper righthand corner of the Main window, the client calls the predefined mailbox number to allow the user to listen to the voice mail or view the video mail. Missed calls are indicated by an icon in the Main window. Missed video and audio calls are indicated with a different icon. Note that the MWI icon is in the same place for indicating new voice mail. PAGE 28

33 14 Multi-Device BroadTouch Business Communicator provides support for users with multiple devices, following the Extensible Messaging and Presence Protocol (XMPP) specifications. This is made up of several features: Chat invitations sent to the user are received in the highest priority online client. Before the session is accepted, the messages are sent to all devices and once answered, the chat messages go to the device that has sent a reply message. Retrieving one s own presence notifications can be done when another client updates user s presence. The client updates its own status based on the information it receives from the server. Accepting a sharing presence invitation in one client is also recognized by another client and both clients start receiving presence updates. A new presence subscription made in one client is recognized in another. If the contact blocks the invitation, there are presence notifications from the server to all of the user s clients indicating that the subscription was terminated and this information is shown to the user. If the client receives two presence authorization requests from two or more devices of the same user, it only shows one request to the user. Removing a contact from the contact list in one device is recognized in another client and the contact list is updated (that is, the contact is removed) in the other client as well. If a user has many devices, each device can have a different status when shown to the user. However, watchers in the contact list always see the updates in priority order as follows: Busy Chatty Online Away Extended away Offline This means, for example, if one client publishes a Busy status and another client publishes something else, watchers see the user as Busy. PAGE 29

34 15 Exit Client You can sign out using the menu found at the top of the Main window. When you sign out, your contact list is closed and the Sign in window reappears. You can then sign in again using a different user name or close the client. You can exit and close the client directly using the menu. When you close the Main window by clicking the X button in the top right-hand corner, the client does not exit but rather is minimized to the system tray. This allows you to continue to receive calls and messages without having the window open on the desktop and task bar. PAGE 30

35 16 System Requirements System requirements are as follows: Operating system: Linux, Mac OS 10.5 Leopard, Mac OS 10.6 Snow Leopard, Mac OS 10.7 Lion, Windows XP, Vista, or Windows 7. The installation footprint is 100 MB. For voice calls, a sound card, speakers, and a microphone or a headset are required. For video calls, a web cam is required. A minimum 512 MB RAM is required, however, 1 GB is recommended. Pentium 3 or higher with a minimum 800 MHz; however, 1.5 GHz is recommended. OpenGL Calling may not be available in some rare older PC models with incompatible OpenGL graphics drivers. For more information, see the Release Notes. PAGE 31

36 17 Frequently Asked Questions This section lists frequently asked questions (FAQs) and provides solutions. Where can I get help? There is a help file included with the client, available from the Main window of the main menu or in the Login window. How do I dial a number? You can dial a number in the combined search and quick dial field. Once you type your numbers, the client searches for contacts in both the local contact list and on the enterprise directory. What does the enterprise directory search look for? It searches for the first name and last name. By default, it waits for 1.5 seconds after it sends the search request to the server to minimize load on the server. What data is imported from enterprise directory search? Typically, there are phone numbers and first names in addition to last names available. In addition, the XMPP address and other fields are imported when found. Why is the search result view sometimes different? The search view depends on the following factors: If there are contacts on the local list, then the company directory is collapsed into a single line. If there are no contacts on the local list, then the company directory is partially visible, and you see the message, Contact is not in your contacts list. If there are contacts on the local list and you have expanded the company directory, then only the directory results are shown. Can I chat with contacts from other domains? Yes; however, XMPP chat and presence are by default specified in the configuration and you need to have a separate XMPP account on another server, such as Google federation. Can I call PSTN numbers? This depends on the network you are using; there is no technical limitation. Is the avatar real time? The avatar in this version is not completely in real time. The avatars are retrieved at login, when the contact is added, and when the contacts come online. An enhanced avatar is planned as part of the road map for a future release. How do I change the avatar? Double-click on the avatar and a file explorer view opens. PAGE 32

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